Human Resources Assistant

EXAMPLES OF DUTIES–Examples of duties performed by incumbents in the class may not include all required duties. The class specification is intended to present a descriptive list of the range of duties performed by the incumbent.

• Serves as support to HR/Risk staff with administrative and clerical functions relating to recruitment, benefits, records, employee relations, and contract negotiations.
• Support incident reporting by helping collect information and maintain documentation. 

• Maintain safety records, logs, and basic documentation. 
• Help coordinate safety training, including scheduling and tracking attendance. 
• Assist with workplace safety inspections and follow-up items. 
• Compile basic reports and spreadsheets related to claims and safety activities. 
• Support communication efforts such as safety reminders and program updates. 
• Provide general administrative support to the Risk Manager and HR team. 
• Assist HR with administrative tasks including filing, scanning, onboarding paperwork, and maintaining employee records.
• Supports the HR department with various projects and team activities for the City.
• Prepares periodic and routine reports to support the HR & Risk functions. 
• Participates in and attends related meetings and events as necessary.
• May assist in scheduling various HR/Risk related sessions, such as new employee orientation, claims review meetings and similar programs.
• Files and handles highly confidential employee documentation relating to the employee life cycle. 
• Assists in maintaining the HRIS database and generates scheduled or requested reports. 
• Assists employees and the general public with general issues or concerns and appropriate escalation to HR/Risk staff.
• May assist with acquiring and providing data for salary surveys as necessary.
• Makes recommendations to the HR/Risk staff for system or process improvements.
• Monitors, generates various reports, audits and prepares corresponding documents related to bargaining unit performance evaluations, expiring credentials, and milestone anniversaries for distribution to departments. 
• Provides notices to departments and employees when action is required on such items.
• Prepares necessary employee communication and clinic authorizations for other medical related visits as needed.
• Assists with Personnel Action Forms and data entry.

• Responds to records requests and verifications of employment. Responds to verification of employment inquiries by disclosing approved information upon receipt of signed release.
• Establishes new employee files, electronically and otherwise. ?Responsible for organizing and maintaining files by sorting and filing documents and records alphabetically.?
• Assists with answering routine employee questions related to attendance, leaves, credentials, etc.?
• Assists with entry of annual salary progressions as defined by policy and/or collective bargaining agreements.?
• Monitors and maintains the department’s inventory to include ordering and organization of employee service awards.
• Assists with coordination and administrative support for employee events and other department or City programs.
• May be certified by the Department of Justice to roll fingerprints as part of the City’s background check process.?
• May assist with coordinating department meetings, preparation of meeting agendas and taking notes/minutes for certain meetings.
• Performs related duties as assigned. 

• Knowledge of basic office equipment.?
• Excellent verbal and written communication skills. 
• Excellent interpersonal skills to interact with all levels of management with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy. 
• Excellent organizational and time management skills with attention to detail.
• Knowledge of software programs such as Microsoft Office.
• State and federal employment laws and/or the source of information. 
• Office procedures and alphabetical filing. 

• Confidentiality rules, especially those specific to the HR function.

Skill In:

• Organizing materials and documents. 
• Developing and maintaining professional relationships. 
• Communicating orally and in writing, including demonstrated skill in reading and interpreting documents, writing reports, and speaking effectively to individuals and groups. 

Ability to:

• Read and interpret documents such as safety rules, and procedure manuals. ?
• Take and follow direction from various staff, pertaining to multiple HR and Risk functions.
• Maintain ahigh degree of confidentiality.
• Demonstrate flexibility as it relates to tasks.
• Work with frequent interruption.
• Work with high public engagement.
• Research information.
• Ability to speak effectively before groups of customers or employees of organization.
• Work well in a team-oriented environment
• Ability to organize and plan workload and work independently. ?
• Ability to establish and maintain effective working relationships with others. ?Ability to keep confidential information. ?